FAQs

This section includes some of the most common questions that we receive. If your question is not covered here, please do not hesitate to email us please do email us – we aim to respond to all questions within one hour on working days.

Frequently asked questions

General Data Protection Regulations

Q: How can I make a Subject Access Request

A:

We have made it simple to make a subject access request, or SAR – simply visit this page where you will find out all the information. We will comply with the GDPR requirements to provide you with any data as soon as possible. When considering an SAR please bear in mind that we do not hold patient’s dental records – only their referral details.

Q: How do you comply with GDPR?

A:

You can find out how we comply with the new GDPR regulations here. There are also links to other organisations that can provide more general information on health data.

Q: What data do you collect on me?

A:

We process data that are supplied by dentists to help you receive care in alternative settings, such as hospitals or community dental services. You can read all about how your data are collected and used here.

Q: Where is your fair processing notice?

A:

You can view information on our privacy policy and fair processing noticehere. You can read more on our approach to GDPR related matters here.

Q: What is GDPR?

A:

The General Data Protection Regulations will come into force in May 2018. As a health care provider, there are only a few changes that you will need to make to be compliant. Our GPDR page contains all the information you need with respect to dental referrals. Just click here.

Q: I need a Data Processing Agreement - where can I get one?

A:

You can get a signed data processing agreement (DPA) in a matter of minutes by completing a simple form. Just visit our GDPR page here and complete the online form. We will email you the form directly and you can keep it for your records. Find out more on the DPA and other GDPR issues on the same page.

My data and confidentiality

Q: How can I make a Subject Access Request

A:

We have made it simple to make a subject access request, or SAR – simply visit this page where you will find out all the information. We will comply with the GDPR requirements to provide you with any data as soon as possible. When considering an SAR please bear in mind that we do not hold patient’s dental records – only their referral details.

Q: What data do you collect on me?

A:

We process data that are supplied by dentists to help you receive care in alternative settings, such as hospitals or community dental services. You can read all about how your data are collected and used here.

Referrers

Q: Where is your fair processing notice?

A:

You can view information on our privacy policy and fair processing noticehere. You can read more on our approach to GDPR related matters here.

Q: What are NHS Numbers?

A:

The NHS number was developed to support unique patient identification within the NHS. It is a unique 10-digit number. The National Patient Safety Agency (NPSA) published a Safer Practice Notice (SPN) for the NHS number in September 2008 which advised all NHS organisations to use the NHS number as the national patient identifier.

The NHS number is now widely used within health and social care organisations and should be present on all patient and service user records, both paper and electronic, as early in the care pathway as possible. It must be used alongside other demographic information to link together the correct records for a particular patient or service user.

You can find out more about how we use and supply NHS numbers in the referral system here.

Q: I need information on Oxfordshire and Buckinghamshire referral pathways?

A:

We only handle restorative referrals – if you want to know about other pathways – for example minor oral surgery or special care dentistry, please click here

Submitting a referral

Q: What are NHS Numbers?

A:

The NHS number was developed to support unique patient identification within the NHS. It is a unique 10-digit number. The National Patient Safety Agency (NPSA) published a Safer Practice Notice (SPN) for the NHS number in September 2008 which advised all NHS organisations to use the NHS number as the national patient identifier.

The NHS number is now widely used within health and social care organisations and should be present on all patient and service user records, both paper and electronic, as early in the care pathway as possible. It must be used alongside other demographic information to link together the correct records for a particular patient or service user.

You can find out more about how we use and supply NHS numbers in the referral system here.

The Process

Q: What are NHS Numbers?

A:

The NHS number was developed to support unique patient identification within the NHS. It is a unique 10-digit number. The National Patient Safety Agency (NPSA) published a Safer Practice Notice (SPN) for the NHS number in September 2008 which advised all NHS organisations to use the NHS number as the national patient identifier.

The NHS number is now widely used within health and social care organisations and should be present on all patient and service user records, both paper and electronic, as early in the care pathway as possible. It must be used alongside other demographic information to link together the correct records for a particular patient or service user.

You can find out more about how we use and supply NHS numbers in the referral system here.

Q: When might you need an advocate?

A:

Dealing with professionals in the care or health system can sometimes feel intimidating and you may find it difficult to express your views. If you need support, an independent advocate can help you say what you want, get the information you need and make sure your rights are protected. Click here for more information.

Q: What is the restorative pathway in Thames Valley?

A:

This is an innovative new pathway designed to enable access to restorative specialist care in the Thames Valley area. You can read an information sheet and watch a video on this page which explains more.

Q: What services are there in my area?

A:

You can find out the locations and services in clinics and hospitals near you here. Travel information, contact details and opening hours are all included.

Q: What is a dental specialist?

A:

You can find out all about the different dental specialities, and what you might expect from an appointment here.

Q: What is triage?

A:

Triage is a process where the complexity of your referral is assessed, usually by a Consultant, to ensure that it is sent to the right place.

The Referral Centre

Q: I want to contact you – how do I get in touch?

A:

Our contact details can be found on our about us page. The best way to get in contact is to email us – that way we can make sure the right person can respond to you and we will always get back to you on the same day.

Tracking a referral

Q: I cant open any of the attachments that you are sending me via NHS NET?

A:

This is a common problem with NHS NET – you need to ensure that you are logging in as a “private computer” – if you log in as a public computer then the security settings will not allow you to open or view attachments. Its always best to download attachments to view them. We have a learning zone article about this click here to read.

Q: The referral tracker says referral not received – where has it gone?

A:

First make sure that you are entering your referral number correctly – i.e. MAN0001256 with the appropriate area code – i.e. THV for Buckinghamshire & Oxfordshire or MAN for Manchester etc. Do not leave a space between the area code and the numbers. If the referral is still not showing as received, then please email us at d.referrals@nhs.net with your query and we will do our best to help you.

Q: I want to know where my referral is?

A:

Easy – simply click on hereand you can “Track a referral” you will need your URN to do this – make sure you enter the full URN including the three digit PCT code and all seven numbers without a space, a URN looks like this: AAA1234567 – the three letters at the beginning generally describe the city or county that you live in or near.

Your appointment

Q: When might you need an advocate?

A:

Dealing with professionals in the care or health system can sometimes feel intimidating and you may find it difficult to express your views. If you need support, an independent advocate can help you say what you want, get the information you need and make sure your rights are protected. Click here for more information.

Q: Your appointment

A:

The referral management services sends your referral, once it has been triaged, to a provider – a clinic or hospital. Once this has been done the status of your referral will show as “Sent to”.

It is then the responsibility of the provider to contact you to make an appointment. You can contacted the provider using the details available on their contact page.

You can find out more information on wait times and when you should expect to get an appointment here.

Q: I am a carer – where can I get more information?

A:

If you are a carer and require further information or advice then Carers Direct can be found here

Q: Where do I find information on help with travel costs?

A:

You can find information on all costs associated with NHS travel cost assistance here

Q: Where do I find information on NHS Dental Charges?

A:

You can find information on all costs associated with NHS dental care here

You should note that some services on referral will be included within the charges paid to your own dentist, but others, like sedation, will occur an additional charge. Your dentist can tell you more about this.